XIRA Support

Your availability in XIRA is controlled by two settings that work together. First, connect your work calendar, Microsoft Office 365 Outlook, Apple iCloud, or Google Calendar, in Settings under Calendar Connections so XIRA can check your existing busy times in real time. Then, set your Working Hours to define the specific days and time windows when clients can book with you, and you can add multiple time intervals per day. Clients cannot book outside your working hours even if your calendar shows you as free during that time.

To book a meeting, go to your Connections tab, find the professional's card, and click Book a Meeting. This opens their online calendar showing available time slots based on their working hours and existing schedule. Select a 30 minute or 60 minute slot that works for you and confirm the booking, and you will receive an email confirmation along with a text message notification. If you are a new client who has not yet been formally added by the professional, you may be limited to booking a 30 minute initial consultation slot.

Both clients and professionals can manage a scheduled meeting from their calendar or Events tab. To cancel, open the meeting, click Manage, select Cancel, and confirm the cancellation, and the other party is notified immediately by email and text message. Clients can also choose Reschedule to pick a new time slot directly, while professionals cannot reschedule on a client's behalf since they do not control the client's availability. Please provide as much notice as possible, since late cancellations or no-shows can affect your rating or client relationship.

XIRA connects to three calendar providers: Microsoft Office 365 Outlook, Apple iCloud, and Google Calendar. You can connect all three at the same time from Settings under Calendar Connections, then choose which calendar XIRA should check for availability and which one new XIRA appointments should be saved to. Keep your calendar connected at all times, since a disconnected calendar means clients cannot see your availability or book meetings with you.

When you book a consultation or ongoing engagement with a professional through XIRA, your professional issues an invoice that appears in your Invoices tab. You pay it by clicking the Pay Now button, choosing to pay the full amount or a partial amount, and selecting a saved payment method such as a credit card or bank account. If your professional has chosen to pass transaction fees to clients, a convenience fee will also appear on the payment page with an explanation of the applicable rate.

To pay an invoice, open the Invoices tab and click the orange Pay Now button next to the invoice you want to pay. Choose your payment amount, the full balance is selected by default but you can choose Other Amount to pay partially, then select a saved credit card or bank account or add a new one directly from the payment page. Click Confirm Payment to complete the transaction. If your professional passes transaction fees to clients, a convenience fee will be shown before you confirm.

Every invoice in your XIRA portal shows one of four statuses. Due means the invoice has been issued and is awaiting payment, Partial means some but not all of the balance has been paid, E-Paid means the invoice was paid in full electronically by credit card or bank transfer, and Paid means it was paid in full by cash or cheque that your professional recorded manually.

Yes, your professional can set up a recurring project that bills you automatically on a repeating schedule, such as every two weeks or every three months. Before it takes effect, you will receive a notification and must approve the recurring charge and payment terms, and the project stays in Pending status until you do. Once approved, your saved default payment method is charged automatically on each scheduled date, and you will be notified by email each time a payment is processed.

Each professional sets an initial consultation rate for every business topic they offer, and this can be free or a set fee they choose. This rate is part of the same profile information that powers marketplace search, alongside their bio and credentials. Before booking a paid consultation, check the professional's public profile page for their listed rate, or send them a message through your Connections tab to confirm the fee before you book, since rates are set individually by each professional and can vary.

If you believe an invoice is incorrect or you were overcharged, the fastest path is to contact your professional directly, since they issued the invoice and can review the charges, apply a credit, or correct it on their end. You can reach them through the secure Messaging feature in your Connections tab. If you and your professional are unable to resolve the discrepancy together, contact XIRA support through the Support option in your account menu and describe the issue so it can be reviewed further.

The Secure Vault is where all of your client and project documents are stored and organized in XIRA. It uses a three level structure: professionals have a private folder only they can see, one folder per client, and within each client folder an automatically created project folder plus a general folder for documents not tied to a specific project. You can upload documents by dragging and dropping them into any folder, and both the professional and client can upload files to a shared project folder.

Yes. When a document is deleted it moves to the Trash folder instead of being permanently removed, and it can be recovered from there at any time. Documents are only permanently deleted once the Trash folder is emptied. On a shared project, only the project owner can access the Trash folder, see who deleted a file, and restore it.

Both the professional and the client can upload documents to a shared project folder, and either party is notified by email and in the platform when a new file is added. Documents are always owned by the professional, so clients can view, download, and print files but cannot delete them. Only professionals, and on shared projects any collaborating professional, have the ability to delete documents.

Your documents in the Secure Vault are stored within a structure that limits who can see them. Each professional has a private folder that only they can access, and every client has their own separate folder that only the professional and that specific client, along with any professional a project has been formally shared with, can view. Only professionals, and any professional collaborating on a shared project, can delete files, so your documents cannot be altered or removed by anyone outside those roles. If you have questions about specific security certifications or data handling standards, please contact XIRA support directly for the most current information.

XIRA does not publish a fixed retention period for documents stored in your Secure Vault. Files remain available in a client's folder for as long as your engagement and account remain active, and deleted files move to the Trash folder rather than being immediately erased, where they stay until the Trash is emptied. For visibility into deletions, only the project owner can open the Trash folder to see which file was deleted and restore it if needed. XIRA does not currently provide a broader access log showing every time a document was viewed or downloaded. If your firm has specific retention or audit requirements for compliance purposes, confirm those are met independently, since XIRA does not track compliance on your behalf, and contact support if you need more detail on data handling.

If you are a client and want to close your XIRA account, go to Settings and select Delete My Account. Before you can submit the request, make sure any outstanding invoices are paid in full, you have no upcoming scheduled meetings, and you have downloaded any documents from your Secure Vault that you want to keep, since you will lose access to them once your account is deleted. After you submit the request, XIRA administrators review it, and once approved your account is permanently removed. Your professional keeps their own copies of your documents and project history on their end even after your account is deleted. If you are a professional and want to close your account, this is not currently a self-service action in the portal, so contact XIRA support directly to request account cancellation and to ask about exporting your data first.

Video conferencing is fully integrated into XIRA, so no separate account or subscription is required for you or your clients. To set it up, connect your work calendar, Microsoft Office 365 Outlook, Apple iCloud, or Google Calendar, in Settings under Calendar Connections, then set your Working Hours so clients can see the times you are available to book. Clients then book meetings directly through the Connections tab in their own portal.

At the scheduled time, click the Go to Meeting button on your calendar, Events tab, or in your email confirmation. This takes you to the XIRA virtual lobby, which shows the meeting details and a countdown timer. The Join Meeting button turns active about one minute before the start time, or immediately if both participants arrive in the lobby at least five minutes early.

No. Integrated video conferencing is built directly into XIRA, so neither you nor your professional needs a separate account or paid subscription to hold a meeting. You may occasionally be prompted to install a small browser add-on for the best call quality, which is free and only takes a moment.

Yes. If you would rather join by phone than by video, a dial-in phone number and meeting ID are displayed in the XIRA virtual lobby starting ten minutes before the meeting's scheduled start time. This gives you a fallback option if you are unable to join by video.

To connect with a new client, go to the Connections section and click the Add or Invite Client button. You only need to provide the client's first name, last name, and email address, since address and phone number are optional. XIRA automatically emails the client an invitation to create their own portal account, and the client appears in your connections list right away so you can start creating projects, logging activities, and uploading documents for them before they even finish registering.

Once your professional adds you as a client, XIRA automatically sends you an invitation email with a button to create your account. You click the button, set a password, and fill in your contact information, and you do not need to search for or find XIRA on your own since your professional starts the process. When you log in for the first time, any projects, documents, or invoices your professional already created for you will already be visible in your portal.

Yes. Your Connections tab is your address book for every professional you work with on XIRA, and each one appears as its own card showing their photo, name, firm, and contact details. You can work with more than one professional at the same time, for example one handling one matter and another handling a separate one, and they will all appear together in your Connections list.

You cannot delete a professional from your Connections list outright, but you can move them from your Active connections to your Archive, which removes them from your main Connections view while keeping all history, documents, and invoices tied to that professional intact. An archived professional can be restored to Active at any time if you decide to work with them again. You are also free to connect with additional professionals on XIRA at the same time, so moving one to Archive does not affect your ability to work with someone new.

When a client pays an invoice electronically, the payment first appears in your Pending Funds tab showing the invoice amount, any transaction charge, and the resulting funds pending. Funds typically become available roughly seven days after payment, subject to standard banking processing times, at which point they move to your Available Funds tab. The Available Funds tab includes a dashboard showing your year to date revenue and a detailed ledger of every transaction.

To withdraw funds, open your Available Funds tab and click Request Funds. Enter the amount you want to withdraw and submit your request. If any portion of those funds involves a retainer, deposit, or other arrangement subject to your profession's trust or client-fund handling rules, confirm your own governing requirements are met before withdrawing, since XIRA does not track or determine trust compliance on your behalf. XIRA transfers approved withdrawals by direct deposit to the bank account you connected in Settings.

Yes. Both the Pending Funds and Available Funds tabs support search, filtering, and export. You can filter your transaction history by type, including invoices, video meetings, credits, charges, and bank transfers, or by date range, and export the results as an Excel file for your own records or accounting software.

You update your professional profile from the My Profile section in the navigation menu. It is organized into tabs covering your general contact information and account status, your business topics with your standard hourly rate, initial consultation rate, and sub-specialties, your educational credentials, and a bio of up to 1,500 characters where you can also add a video. Your profile is your public facing presence on XIRA, so keeping it complete and current helps build trust with clients.

Yes. The standard hourly rate you set on your profile for a business topic is only a default. When you create a new time and expense project, that rate auto populates but you can change it for that specific project without affecting your profile default at all.

You can manage your SMS text message preferences from your account settings, where a single toggle lets you turn text notifications on or off. Email notifications continue regardless of your SMS preference, since they cannot be disabled. SMS notifications are enabled by default until you choose to turn them off.

Clients can pay using a credit card or a bank account. For bank transfers, XIRA supports ACH for clients in the United States and PAD, which stands for Pre-Authorized Debit, for clients in Canada. All payment information is processed and stored securely by Stripe, and XIRA never stores your banking details directly.

To accept ACH or PAD payments as a professional, go to Settings, open the Payment section, and click Connect Bank Account to link your business bank account through Stripe. Stripe handles all banking details securely and XIRA never stores your banking information. Once connected, all wallet withdrawals are deposited directly to that account, and Stripe supports both US and Canadian bank accounts in USD or CAD, with client bank transfer payments arriving as ACH in the US or PAD in Canada.

No. All banking details, whether for a client's saved payment method or a professional's connected bank account, are processed and stored securely by Stripe. XIRA never stores your banking information on its own systems. This applies to both credit card and bank transfer payment methods across the platform.